3PROJECT MANAGEMENT Activity 1 1.Project Documentation Documentation and information required to prepare project plan are: i.Project status report- Update on project progress ii.Budget documents- Provide financial information of project iii.Project charter- Describe entire project work including objectives, stakeholders, start and end date (Meredith, Mantel Jr and Shafer 2017). iv.Scope statement- Outline deliverables of plan v.Resource documents- Information on personnel and stakeholder involved vi.Requirements documentation- Define purpose of plan (Harrison and Lock 2017). vii.Change control register- Document possible project changes 2.Scope document ï‚·What is the purpose of project? ï‚·What are available resources? ï‚·What is in-scope and out scope of project? ï‚·Timeframe and cost ï‚·Who should work in project plan? ï‚·Who will get affected by project outcomes? Activity 2 The stakeholder table is shown as: Type of stakeholderStakeholderInterestPower/authority PrimarySenior ManagerProvidingfinancial inputs Authorizetheproject plan
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4PROJECT MANAGEMENT Project TeamProvidingservice related information Supportcustomer relations EmployeesProvidingsecured serviceswith customer value Performance management CustomersProduct delivery and service level Offering of credits SecondarySuppliersMaintainquality standards Maintain availability of product CommunityStaff donationsFinancial support Regulatory bodies Legislationand regulations Practicesofproject governance Activity 3 The delegating authority is the manager of Local Mail Distribution Centre. The things which are required to clarify such that the project can complete on scheduled time. There is required to clarify about the completion date of project and project deliverables. It will help to estimate the budget for plan and assess resources required. Monitoring as well as evaluationtechniquesareconsideredtotakecorrectprojectrelateddecisions.Itis significantly important that the project is started when there is recruitment and selection of skilled resources. Employment and labour laws is considered for implementing the project (Fleming and Koppelman 2016). This legislation would encourage the members to resolve disputes.
5PROJECT MANAGEMENT Activity 4 As a role of project manager for developing new staff recruitment and selection process, there are some limits of responsibility which are taken in account. Limits of responsibility means a person has responsibility but without power. Following are limits of responsibility: I.Review project schedule with senior manager II.Contract with the consultants for working on project III.Maintaining confidential and personal information IV.Monitor progress of plan (Lock 2017). V.Write reports on project management for funders VI.Review work quality on daily basis VII.Establish a communication plan to interact with project team VIII.Manage project funds based on accounting policies Activity 5 The mission statement of IVM Constructions is to improve service to customers and responsive to needs by constructing sustainable, high quality, safe and cost effective homes through innovation. Based on this statement, the organization’s objectives are: To meet with customer’s needs Focus on sustainable construction of homes Benefits of the shareholders The mission of company is supporting the objectives. As the company is at top performer, then it will benefit the shareholders. Improve service to customers lead to meet with their needs and constructing sustainable to meet with their expectations.
6PROJECT MANAGEMENT Itisrequiredtoconsultwithotherpeopleintheorganizationtotakemore construction project related information. Activity 6 Resources required to undertake development of new product for sale are: a.People: Skilled people have experience in product development such as Marketing Manager, HR Manager, Project Manager, Sales Manager and Operational Manager. b.Equipment: Computer, internet, telephone, printers besides other communication channels. c.Financial resources: Paying salaries of people, facilitating the operational project expenses and purchase of equipment. Activity 7 Project plan for development of new staff recruitment and selection process Goals The goal of the project plan is to develop a process for recruiting new staffs for the local mail distribution centre. The purpose is to provide with recruitment and selection process of the new candidates based on three project phases- recruitment and selection process, selection process and sending job offers. Timelines The duration of the project is 3 months. Start date of the project is 24-05-2020 and end date is 15-05-2020.
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7PROJECT MANAGEMENT Work breakdown structure Develop staff selection and recruitment process Recruitment and selection process Selecting criteria for the applicants Advetising the job Receiving applications for the position Selection process Listing of the candidates Invitation to the applicants for interview Interviewing the candidates Sending thank you message to the candudates Sending job offers Induction of the candidates Providing training to candidates Roles and responsibilities RoleResponsibilities Project Sponsorï‚·Estimating the project financial resources ï‚·Controlling and monitoring cost ï‚·Participating in project meetings Project Managerï‚·Organising the project meetings ï‚·Updating the project documents ï‚·Communicating with team members HR Managerï‚·Selecting top applicants
8PROJECT MANAGEMENT ï‚·Interviewing the selected applicants ï‚·Responsible for giving advertisements Team Leaderï‚·Verifying the project scope ï‚·Monitoring the project schedule ï‚·Monitoring team work Activity 8 Two project management tools related to the project: Gantt chart: It shows as a bar chart to track project tasks across the time. It will show relationships between the project tasks and track total duration of the plan. It is related to the project to show project phases, resources as well as milestones (Fewings and Henjewele 2016). Work breakdown structure: It shows hierarchical deliverables of the project for completion of project work. It is related to the project as it is used to break down the main activities in work packages (Nicholas and Steyn, 2017). It benefits the project by organizing work based on requirements and classify scope risks that is not well distinct. Activity 9 The risk assessment is required to assess probability as well as consequences of possible risk events. It creates an awareness of the project risks to project team. The risk management plan helps to aware people of potential risks linked with the project and provide mitigation strategies to overcome with it. Potential project risks are business risk, injury of workers, health and safety risks (Marchewka 2016). Following risk management plan shows the areas which should be covered by project plan:
9PROJECT MANAGEMENT Type of risk Consequen ces Probabili ty ImpactRisk level Risk response Mitigation strategy Business risk Ruin reputation ofthe company ModerateModerat e MediumMitigateBusiness continuity managementplan will help to protect the business assets andfinancial resources. Injuryof workers Cost of pain andlossof life quality LikelyModerat e MediumAcceptThereshould requireto communicatewith themregarding safetypoliciesto deal with hazards. Healthand safety risks Damageto business productivity and finances LikelyMajorHighMitigateHealthandsafety program should be developedto preventworkplace injuriesand improveover compliance laws as well as procedures.
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10PROJECT MANAGEMENT Activity 10 Budget plan for project Cost ItemsBudgeted Cost (in $) Desktop and laptop cost30,000 Printing cost2,400 Internet charges8,000 Telephone bill9,000 Transport cost5,600 Extra allowances7,000 Total:62,000 Activity 11 1.Team of people Finance team: The financial officer is consulted to put help in project financing such that there is no cost overrun. The team will guide the project manager to prepare the project budget and monitor the project cost. IT team: They are consulted for technical related issues. The team is responsible to take decisions regarding purchase of IT equipment and resources. Logistics team: They are consulted on issues regarding distribution as well as logistics. They are responsible to deliver the mail distribution services on time (Heldman 2018). HRteam:Theyareconsultedregardinghumanresourceissues.Theteamis responsible to manage issues regarding recruitment and selection of project human resources.
11PROJECT MANAGEMENT 2.Communicate with people from diverse backgrounds At the time of communicating with people from diverse backgrounds, it should require to interact with people to understand their cultural backgrounds. People should require to learn as well as adapt consistency (Heldman 2018). It should require to speak property with them so that people having less English knowledge should understand it. Activity 12 The project plan is finalized by taking approval from the project sponsor. The project approval is acknowledged by producing the project deliverables at the completion of project planning stage. Signatures on the project document indicated final project approval. Activity 13 1.Responsibilities of team members ï‚·Human Resource Manager ï‚·Financial Officer ï‚·Risk Manager ï‚·Project Sponsor ï‚·Functional Manager 2.Actions taken to clear responsibilities and project requirements HumanResourceManager:Themanagerisresponsibletocoordinatewith administrative functions of the organization for clean up as well as repair of the office premises. HR Manager is responsible to hire of new staffs and consult with the executives on project strategic development. Financial Officer: The officer is responsible to assist in preparing of project budgets and managing financial records for repair of flooded premises. Then the officer managers the financial invoices (Papke-Shields and Boyer-Wright 2017).
12PROJECT MANAGEMENT Risk Manager: The manager is responsible to communicate with the project risk policies along with processes in the business organization. The manager deals with the risks affect the organization. Project Sponsor: The sponsor is responsible for daily operations of project and takes strategic business decisions. Functional Manager: The manager is responsible to direct technical work of the project and train the team members (Young 2016). Activity 14 The team member should provide with coaching as a support to help them in developing their skills required to meet with quality outcomes of project. It is a form of training helps to develop skills for achieving goals, quality requirements and meeting with timeline. It helps to improve over employee morality and tell the team members that they should believe in their capabilities in long run (Muller 2017). This support helps the team members to build positive change and boost transfer of knowledge from the trainer to the individual. Activity 15 Electronic database is used as recordkeeping system for establishing as well as maintaining through the project plan. It collects data and information and stored it into computer readable format. It helps to retain hard copy and soft copy of the project records. It is used for this project as it makes easier to search and retrieve project data. It allows centralized usage of the information among the users over network and reduces data duplication. It is superior to other record keeping system as it can reduce data redundancy as well as reduce updated errors with increase in data consistency (Turner 2017). It improves over data access to the users and improves data security.
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13PROJECT MANAGEMENT Activity 16 Following are the monitoring methods used to manage the finances, resources and quality of the local mail distribution centre project: i.There is monitoring of project budget and project expenses required. ii.There is proper approval of the project documents before starting the project work. iii.There is a procurement system ensures that purchases paid for the items ordered as well as delivered are recorded (Samset and Volden 2016). iv.Ensure that the items are received before processing payment. v.Ensure that invoices from the suppliers are processed through system. Those are superior to other monitoring methods as those above mentioned methods are helpful to ensure that there is proper estimation of costs of expenditure and project purchases and ensured that the project can complete on scheduled timeframe. Activity 17 Progress Report I.The project is being commenced as it is scheduled and planned to complete in three months. II.In order to meet with project objectives, we required extra resources. III.The project team members selected for the project are human resource, risk manager, financial officer, IT Manager, logistics manager and project sponsor. IV.We conducted team meetings on each Wednesday to analyze the project status (Huemann, Eskerod and Ringhofer 2016). V.We keep communicating with high level managers through email and telephone conversation.
14PROJECT MANAGEMENT VI.There should be concern for the project if resources are not available in five days, then it would impact on project deadline. VII.We need transport facilities to move around when it is required. Activity 18 Project RisksRisk Management Strategies Lack of qualifications of job applicants Beforeselectingthecandidatesfortheinterview,it should require to verify their skills and qualifications suitable for the job position (Harris 2017). False claiming of qualifications by applicants It should prior inform to the applicants that false claim of qualifications should lead to dismissal and legal crime. Duplication of recordsThe organization should use record keeping system to store data so that there is no data errors while recording academic and professional data of job applicants (Kliem and Ludin 2019). Lackofinvestigationon background check Pre-employmentscreeningshouldbeconductedto investigate background of the applicants and verify their accuracy. It helps to discover their criminal history plus employer sanctions. Activity 19 The list of project deliverables are: Tangible deliverablesIntangible deliverables Report on mail processingTraining manuals Increase in quality serviceQuality management plan
15PROJECT MANAGEMENT Reduction of operational cost by 12%Marketing documents Reduction of staffs by 15%Production report Activity 20 The financial records kept are project expenses included wages for the project team as well as financial resources (salaries of human resources). Accuracy of the financial records are kept by integration of the financial records with the external records like bank statements, statement of credit card and invoices of supplier (Anantatmula and Rad 2018). Activity 21 Manager: Thank you for coming, James. You have been working in the company for 4 years and you are currently one of the best employee. How do you feel about your job role as I came to know that you are disappointed with your previous role? I understand that you are not happy to return to our previous role, therefore I am going to offer you some options. I would like to provide you will new job role of marketing manager where you are expertise and you can explore your skills in this area (Brewer and Dittman 2018). I would like to add extra staffs with you those can help you with extra responsibilities. Activity 22 Documentation required to complete before the project would end such as: i.Project Charter ii.Scope Statement iii.Quality plan iv.Risk plan
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16PROJECT MANAGEMENT v.Stakeholder plan vi.Resource plan vii.Schedule plan viii.Cost plan ix.Procurement plan x.Communication plan The project sign off is obtained from the project sponsor (Manager of the Local Mail Distribution Centre). The sign off is obtained in form of project report contains project purpose, objectives, start and end date, project duration, person responsible, name of project manager and list of project deliverables. Activity 23 1.Importance of review Review of project outcomes is important as it will summarize the project findings and map against what has planned to evaluate project success. 2.Five things review must reveal The project review must reveal- performance of project, summary of project plan, closure project activities, lessons learned and recommendations to manager (Ekrot, Kock, and Gemünden 2016). 3.Presentation of Review Theprojectreviewispresentedasprojectdeliverablesproducedtodateand determined whether the project should meet with its objectives or not. It is also determined by measuring stakeholder satisfaction level as well as cost benefits achieved from plan.
17PROJECT MANAGEMENT Activity 24 Five of lessons learned are: i.Change control processes: It is reported in the change management plan. ii.Understand the project methodology: It is reported by documenting the project methods used to collect and store information related to plan. iii.Qualityassuranceprocess:Itisreportedinthequalitymanagementplanby documentation of quality of project deliverables. iv.Risk management: It is a process of identifying risks and product report by analyzing impact of risk treatments (Frijns, Van Leeuwen and Bierwolf 2017). v.Communication: It is reported in communication management plan by identifying stakeholders, communication purpose, medium and frequency. Summative Assessment 1 Question 1 Flow chart is used as project management tool to provide a clear picture of the project processes and find ways for making improvement over project efficiency. The flow chart is used to display the objectives and activities of project in logical way (Silvius 2017). In the project, the flow chart is used to manage planning phase. The chart is created to show the project milestones and schedule the tasks for the team members. Five tools contribute to project management processes are as follows: a.Network Diagram b.Gantt chart c.Work breakdown structure d.PERT Diagram
18PROJECT MANAGEMENT e.Fishbone diagram Question 2 Documentation related to project parameters are as follows: Budget: It documents the project costs associated with project activities and calculates total amount of money spend by a specific date. Human Resources: It identifies the human resources required for the project plan and its roles and responsibilities to meet with project objectives (Harrison and Lock 2017). Timeline: Timeline helps to schedule total time required, start and end date of each individual project activities. Question 3 Risk is the probability of occurrence of uncertain events in the project due to unexpected project outcomes, and project delays. The process to manage project risk is risk identification, evaluation as well as estimation of risk levels involved in the project plan (Nicholas and Steyn 2017). Question 4 The mission statement is defined as objectives along with approaches required to meet with project objectives. The vision statement defined desired future of the company. The undertaken project work should relate with the vision, mission, objectives and operations of the organization for setting a direction of the project. It helps to identify strategies used to achieve project goals (Turner 2017). The operations will direct individuals to perform daily tasks to run the organization. Question 5 Ten procedures relevant to manage the project plan are:
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19PROJECT MANAGEMENT i.Allocate project team ii.Planning the project iii.Coordination with the managers iv.Reporting v.Budget and finance vi.Human resources vii.Quality assurance viii.Recordkeeping ix.Risk identification and assessment x.Lesson learned Lines of authority and approval: The team member should need approval for release of project funds, assign resources and proposed actions in line with requirements. Qualityassurance:Theteamshouldproducequalityprojectdeliverablesby maintaining quality standards. Human resources: The allocation of human resources are based on stakeholder’s skills and qualifications about project success and requirements (Kliem and Ludin 2019). Budget and finance: The team members are responsible to make sure that finance are in line with estimated cost to achieve financial objectives. Recordkeeping: The rights of project clients are protected and records are documented in safe place. Reporting: The project reporting includes progress, status, schedule and budget variance reports.
20PROJECT MANAGEMENT Question 6 Health and safety legislation has importance in the project to protect wellbeing of the employees and customers. It ensures that the employees and staffs are kept at safe place to avoid injuries and loss of staffs (Frijns, Van Leeuwen and Bierwolf 2017). Five regulatory requirements are: i.Providing safe place of employment ii.Providing safe working environment iii.Providing safety policies and risk assessment iv.Cooperate with the supervisor on health and safety v.Implementation of health and safety program Summative Assessment 2 Project 1 The project is based on develop new staff recruitment and selection process for Local Mail Distribution Centre. This project is beneficial for increasing business operations, increasing in profitability and productivity of the business (Nicholas and Steyn 2017). The project was sponsored and supported by the organization by ensuring that there is an increase in 15% profits of the business. 1StakeholdersCEO,customerservicemanager,marketingmanager,project manager and project sponsor. 2Role of project manager My role is to lead the project, create a project roadmap and define the project scope. The project manager also assign roles to project team members to achieve project outcomes. 3ObjectivesandThe goals of the project is to achieve the scheduled timeline and
21PROJECT MANAGEMENT goalsestimated budget. The objectives are: ï‚·To expand the departmental store in 3 months timeline ï‚·To increase in profit by 15% ï‚·To increase in market share by next 1 year 4Alignwith visionand mission Theprojectalignswithorganizationalmissionandvisionby ensuring a strong connections among the operational resources. It helps to discover the implementation gap in the business. 5Resources requiredand sourcing Finance resources: It is sourced from project funding and lines of credit. Human resources: Hiring of the experienced applicants based on mission and organizational goals Physical resources: It includes workspace, information system and marketing materials (Heldman 2018). 6Communicatio n Communication helps the project manager to engage the project team members by driving the project activities. 7Monitor project quality The quality of project outcomes are monitored through measuring results and determining whether the outcomes are being achieved. 8Meetproject timeline ï‚·Knowing the project deadlines ï‚·Tracking the project tasks (Muller 2017). ï‚·Understand project requirements ï‚·Prioritization of project tasks 9Project Management tools used Network Diagram: It is useful to track and plan work from its initial phase to closure phase. Gantt chart: It is useful to view project tasks and its start and end
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22PROJECT MANAGEMENT date. PERT chart: It is useful to estimate time required to finish the project work (Anantatmula and Rad 2018). 10Delegateroles and tasks Roles of person is delegated to choose right person for the project and provide them training. Tasks are delegated by providing instructions as well as information to people and providing them strategies to control cost and schedule. 11Risk management and contingency plan Theprojectcontingencyplanisexecutedwhentherisksare presented. The purpose of this two plans is to reduce damage of project risks when occurred. Without risk and contingency plan, it provides impact on project plan. By means of this plan, health and safety risks are managed by identification of hazards, assessment of risks and control over the risks by implementation of strict health and safety policies in the retail group (Silvius 2017). 12Methodsused to clarify roles and responsibilities Stakeholder management plan and project management plan are used to identify list of individuals involved in the project and their respective roles and responsibilities for specific project tasks. 13Preparebudget andusedas communication and monitoring tool Budget is prepared by considering the required project expenses included in expansion of department store. The budget is prepared by considering following points: ï‚·Focusing on income sources ï‚·Determining fixed cost ï‚·Including variable project expenses
23PROJECT MANAGEMENT ï‚·Predicting one time cost It is used as communication and monitoring tool to monitor the definite performance of the project (Heldman 2018). Communication is important in budget for getting the financial resources. 14Record keeping processes The data collection, recordkeeping and reporting processes used for this project are: ï‚·Documentation of the marketing research records ï‚·Communicate with the market researcher ï‚·Sign off the records by project sponsor and manager (Lock 2017). ï‚·Coordinating external as well as internal access of records 15Legislationï‚·WHS act 1974 will secure safety of the workers ï‚·WHS act 2011 will set for incident notifications and issue resolution ï‚·WHSact2017orOHSregulationswillprovidesafe operations of hazards 16Project deliverables ï‚·Feasibility study ï‚·Project Charter ï‚·Budget and schedule plan (Harrison and Lock 2017) ï‚·Marketing research report 17Proceduresto review outcomesand processes The project outcomes are reviewed by determining if the project goals are achieved. It is also determined by measuring satisfaction of project stakeholders. There is determining of costs as well as benefits and identifying lessons learned.
24PROJECT MANAGEMENT
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25PROJECT MANAGEMENT References Anantatmula, V.S. and Rad, P.F., 2018. Role of organizational project management maturity factors on project success.Engineering Management Journal,30(3), pp.165-178. Brewer, J.L. and Dittman, K.C., 2018.Methods of IT project management. Purdue University Press. Cleden, D., 2017.Managing project uncertainty. Routledge. Ekrot, B., Kock, A. and Gemünden, H.G., 2016. Retaining project management competence —Antecedentsandconsequences.InternationalJournalofProjectManagement,34(2), pp.145-157. Fewings, P. and Henjewele, C., 2019.Construction project management: an integrated approach. Routledge. Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute. Frijns, P., Van Leeuwen, F. and Bierwolf, R., 2017, June. Project management-A more balanced approach. In2017 IEEE Technology & Engineering Management Conference (TEMSCON)(pp. 234-238). IEEE. Harris, E., 2017.Strategic project risk appraisal and management. Routledge. Harrison, F. and Lock, D., 2017.Advanced project management: a structured approach. Routledge. Heldman, K., 2018.PMP: project management professional exam study guide. John Wiley & Sons. Heldman, K., 2018.Project management jumpstart. John Wiley & Sons.
26PROJECT MANAGEMENT Huemann,M.,Eskerod,P.andRinghofer,C.,2016.Rethink!:ProjectStakeholder Management. Project Management Institute, Incorporated. Kliem, R.L. and Ludin, I.S., 2019.Reducing project risk. Routledge. Lientz, B. and Rea, K., 2016.Breakthrough technology project management. Routledge. Lock, D., 2017.The essentials of project management. Routledge. Marchewka, J.T., 2016.Information technology project management: Providing measurable organizational value. John Wiley & Sons. Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017.Project management: a managerial approach. John Wiley & Sons. Muller, R., 2017.Project governance. Routledge. Nicholas, J.M. and Steyn, H., 2017.Project management for engineering, business and technology. Routledge. Papke-Shields, K. E., and Boyer-Wright, K. M., 2017. Strategic planning characteristics applied to project management.International Journal of Project Management,35(2), 169- 179. Samset, K. and Volden, G.H., 2016. Front-end definition of projects: Ten paradoxes and somereflectionsregardingprojectmanagementandprojectgovernance.International Journal of Project Management,34(2), pp.297-313. Silvius, G., 2017. Sustainability as a new school of thought in project management.Journal of Cleaner Production,166, pp.1479-1493. Turner, J.R., 2017.Contracting for project management. Routledge. Young, T.L., 2016.Successful project management. Kogan Page Publishers.